AIMS this week - October 3, 2024

Story

Wave 1 stabilization progress update

  • Human resources (HR) staff are strengthening workflow processes that support recruitment and hiring, from posting a position to an employee’s first day on the job. Since late August, there has been a 70 per cent reduction in the number of hiring cases waiting to be resolved.
  • Payroll errors continue to be investigated and addressed as identified. Data entry and reimbursement calculations are improving. New functionality provides increased visibility on back-ordered supplies and was rolled out to Moose Jaw employees. Once stabilized, this functionality will roll out to remaining sites. 
  • Supply chain requisitions converted to purchase orders has gone from two weeks to 24 hours in urban centres, with 75 to 80 per cent of provincial purchase orders coming from Regina and Saskatoon.
  • Great progress has been made correcting and verifying vendor data, which has had a positive impact on invoice payments; incomplete invoices waiting over 30 days has decreased by 90 per cent.
  • Since September 10, invoices not ready for payment has decreased by 47 per cent.
  • Support sessions are being offered to employees on a number of HR, finance, and supply chain-related topics to support system and process learning.

Upcoming support sessions

As discussed in this week’s town hall, support sessions are available to answer some of the questions that have been asked. These sessions include a discussion forum for learning, demonstrations of activities, and access to experts to answer your questions.

Register for any of the following support sessions using the links provided:

MyConnection navigation

  • Covering topics related to navigation, along with helpful tips for using MyConnection effectively
  • Target Audience – All employees (SHA, affiliates and organizational partners)
  • 30 min sessions offered October 8 at 1 p.m., October 10 at 11 a.m., October 15 at 11 a.m., and October 17 at 1 p.m.

Internal and external recruiting 

Target audience are managers and Human Resources business partners (SHA and SHA Affiliates)

Sessions covering:

  • External (new to org) New Hires to the Organization: 1.5-hour sessions offered October 3 at 1:30 p.m.
  • Overview of Posting a Position, plus Applicant Ranking Report process: 1.5-hour sessions offered October 8 at 9 a.m., and October 10 at 1:30 p.m.
  • Appointment and Internal Recruitment: 1.5-hour sessions offered October 22 at 9 a.m., and October 24 at 1:30 p.m.

Financial reporting question and answers

Target audience: For all employees who use financial reports (SHA only)

  • Prerequisite: To enhance your experience in this session, it is recommended that you view this video prior to attending (enter the password fWdCh2eq to access the video recording)
  • One-hour sessions offered October 23 at 11 a.m. and October 25 at 11 a.m.

Invoice coding and approvals questions and answers

Target audience- For all employees who code or approve invoices (SHA, affiliates and organizational partners).

  • Prerequisite: Please review this video prior to attending and come prepared with directed questions.
  • One-hour sessions offered October 7 at 1 p.m., October 9 at 8:30 a.m., and October 11 at 2 p.m.

Supply Chain Assurance (Supply Chain support sessions attachment)

Introduction to Supply Chain Assurance, outlining their roles and how they have realized efficiencies in AIMS.

Target Audience – Employees handling and using supply chain products (SHA only)

  • 30-minute session offered October 3 at 2 p.m.

Checking order status for requistioners (Supply Chain support sessions attachment)

Overview of checking order status for requisitioners

Target Audience - Requistioners (SHA only)

  • 30-minute session offered October 9 at 11 a.m.

Recorded support sessions:

Sessions will be recorded. A library of the recordings will be posted for viewing for those unable to attend, but who are still interested in learning more about the topics:

  • Finance - Coding and Approving Invoices (64-minute video)
  • Overview of invoices, how to code an invoice, and how to action an invoice (approve, reject, delegate, or reassign)
  • Target Audience - All managers required to Code and Action Invoices (SHA, affiliates and partners)

In-system guided learning helps users build familiarity with MyWork functionality

Since Wave 1 was implemented, an in-system guided learning tool has been used to support employees using the MyWork functionality within MyConnection. Since launch, 17,000 users have benefited from this functionality. As of last week, there are over 80 guides built into the system that help users walkthrough the different steps and processes. All users can benefit from real-time walkthroughs demonstrating how to access a pay slip or update banking information, in addition to many additional functions.

When in MyWork, click on the flashing icon below for a learn-as-you-go experience. View this quick tutorial to find out more